Connecting QuickBooks

Setting up QuickBooks is a one-time flow: connect to Intuit, choose your dates and how sales post, map what QuickBooks needs, then go live. Connecting and managing it is owner-only, and it’s a paid add-on (see QuickBooks accounting sync).

Connect

1. Go to Settings → Integrations → QuickBooks and press Connect QuickBooks.
2. You’re sent to Intuit to sign in and authorise — there’s no token to copy.
3. You come back to Swann Retail showing Connected, with sync still off — you set everything up first, then go live.

Connecting, going live, changing these settings, mapping, and disconnecting each need your two-step verification — so you’ll be asked to confirm your identity when you do them.

Choose your dates

When you come back connected, Swann Retail asks you to set your back-post date straight away. This is the most important setting if you already keep books in QuickBooks: it protects your existing books — nothing dated before it will ever post. You can change it later, and you can also schedule a future start date separately.

• Back-post from — the earliest day QuickBooks will post. Set it to the first day you want in your books.
• Start posting on (optional) — a future date to begin posting, when you’re not ready to go live today.

The two work together, and the window before your start date is never back-posted — see Scheduling the sync start for exactly how. Already syncing to QuickBooks another way (e.g. Amaka)? Read Already syncing to QuickBooks? before you pick these dates.

Choose how sales post

Pick how sales post — Each sale (a receipt per transaction), Daily summary (one journal entry per day), or Daily invoice (one itemised invoice a day, the Amaka-style feed). This is required before you can go live, and it locks once you’re live, so set it deliberately. See How sales post for what each one produces and how to choose.

Map what QuickBooks needs

A sale (or day) won’t post until what it needs is mapped. What you map depends on how sales post:

• Map tax codes — match each of your VAT rates to a QuickBooks tax code. Needed when sales post as Each sale, where every receipt carries its own tax line. A Daily summary posts your VAT total through the mapped VAT account instead, and a Daily invoice carries it inside the day’s figures — so neither asks you to map tax codes. See Tax codes.
• Map products — match your products to QuickBooks items. Needed when sales post as Each sale or a Daily invoice (it’s what fills the receipt or invoice lines).
• Map accounts — match each sales figure (net sales, VAT, discounts) to a QuickBooks account. Needed when sales post as a Daily summary. Map Accounts Receivable to a clearing or Undeposited Funds account, not a real A/R account — a daily summary can’t carry the customer a true A/R line needs.

For accounts, connecting auto-matches most rows and you just confirm or fix the rest; tax codes and products you map yourself. Anything left unmapped shows up later under Fixing what won’t post.

Go live

When your dates, posting style and mapping are set, turn Sync enabled on and press Go live. From then on, closed days post automatically. You can still post or retry a single day by hand — see Fixing what won’t post.

If Go live is unavailable with a note that posting is paused for maintenance, QuickBooks posting is briefly held across all of Swann Retail — try again shortly; nothing is lost.

Reconnect or disconnect

• Reconnect — QuickBooks authorisation expires periodically. When it’s due you’ll see a reminder to reconnect in good time; it’s the same Intuit sign-in step, and your dates, posting style and mapping are kept.
• Disconnect — stops sync and removes the connection. You can reconnect later, but you’ll authorise again and set your dates and posting style back up. Your mapping is kept, so you won’t have to redo it.